File picker FAQ

Here are some common question about Moodle's File picker. You might also find File_FAQ and Folder_FAQ useful.

Where is the file I uploaded?

You can always find your file in the File Picker, and link to it from anywhere in any of the other areas you edit. A Search function for the File Picker is planned for a future version which will make doing this easy. For now, it's necessary to browse.

Look in Recent Files first - this shows (by default) the last 50 files a user uploaded.

If your file isn't in Recent Files, you need to remember the context (e.g. which section of which course area) in which you originally uploaded your file. This will allow you to browse to it in the File Picker.

So, to find a file you have already uploaded:

1. Open the File Picker
2. Select the link to Server Files
3. Use the breadcrumb trail and the folders to navigate to the folder or sub-folder containing the files for course area where you uploaded the File
4. You will find your file inside a folder with the same title as the file.

If this is too much trouble, then it's OK to abandon the search and simply upload your file again.

Once again, this may initially seem pretty byzantine as you navigate through what seems like a maze of folders. However, the new way that Moodle 2.0 handles files solves many of the problems of former versions and makes good design sense. The planned Search function will tie up the loose ends. Meanwhile, consider uploading your files to a single folder on one of your areas - that way you will be able to find them in one place.

Who can access the file I uploaded?

Anyone enrolled in a course area where the file is displayed can access that file.

Anyone with editing access in a course area where the file is displayed can link to that file in turn.

If you want to prevent either of these kinds of access, use your Private Files.

Can I move items around in the File Picker?

No. Moodle associates files with activities. You need to navigate to these activities to link to them.

How can I create shared folders of common files for others to access?

• When creating a folder of files using "add a resource > folder" the files are then visible and editable to other teachers in the course. The resource can be hidden with the "eye" icon to keep it out of student view.
• Another method to create and share files and folders out of sight of students is to use Legacy course files which replicate the course files system of Moodle 1.9 but which are disabled by default in 2.0 owing to security reasons. See Course files for more information about the risks involved and also how to enable them.
• One of the repository options is the File system repository. Of the options (Alfresco, DropBox etc) it is simple and easy to set up. The only problem is getting the files there. For this you could use WebDAV, FTP, but of course there are security issues. See also http://tracker.moodle.org/browse/MDL-27244

I've just uploaded a file. Now I cannot see it when I want to use it somewhere else. Why is this?

One option: if you choose the copyright option "All Rights Reserved" it is not available to others. [NOTE: This answer seems incomplete -- what does the questioner mean by "cannot see it" from "somewhere else" and what does the respondent mean by "not available to others"?]

What is the Private files repository?

The Private files link is visible in the file picker if the admin has enabled it in Settings > Site administration > Plugins > Repositories > Manage repositories.

If this is the case then a user will have a link in their profile settings (and, if added, in a side block) to a personal area into which they can upload files and organise folders.

The uploaded files and folders may then be selected from the Private files link in the file picker.

Is there a way to upload a lot of files at once?

When you are creating a page for example, can you upload a lot of files to link to at once? Not at the moment.

Is there a way to delete files from the file picker?

See Repositories FAQ. You cannot delete files, since they may be used elsewhere. The system cleans them up after a period of time.

See also

• File picker
• Repositories